Are your staff confident in handling sensitive data securely within your care home? Do they understand the risks of mishandling electronic records? As more care homes in the UK adopt electronic medication administration record (eMAR) systems, the responsibility to protect resident data becomes more critical than ever.
eMAR systems offer many benefits—improved accuracy, faster medication tracking, and better resident safety. However, they also demand strict attention to data security. As a care home manager, you must ensure that all staff receive proper training on using eMAR systems securely and responsibly.
Below are seven key areas to focus on when training staff on eMAR system security.
Role-based access control
Staff should only access the information they need to do their job. Role-based access control limits data access based on staff roles—for example, nurses see only the records of their assigned residents, while pharmacists view prescription details.
Training must explain the “need-to-know” principle. Emphasise that sharing login credentials or accessing unauthorised records is a breach of policy. Review user roles regularly to make sure access rights stay up to date.
Multi-factor authentication
Multi-factor authentication (MFA) adds an extra layer of protection. It requires a second form of identification, such as a code sent to a phone, alongside a password.
Show staff how MFA works and explain why it’s non-negotiable. Remind them to keep their devices secure and to never skip this step. MFA is one of the easiest and most effective ways to prevent unauthorised access.
Password management
Weak or reused passwords are a major risk. Staff must use strong, unique passwords that combine letters, numbers, and symbols.
Train staff on creating secure passwords and encourage the use of password managers. Make it clear they should never write passwords down or share them. Ask staff to update passwords regularly to further reduce risks.
Secure login and logout habits
Staff must always log out of the eMAR system when finished. Leaving a session open, even for a few minutes, puts resident data at risk.
During training, show how to log out properly and how to lock the screen when stepping away. Encourage automatic screen locking after short periods of inactivity. These simple habits prevent accidental data breaches.
Data encryption
Encryption protects data while it moves across networks and while it’s stored. Even if someone intercepts the data, encryption makes it unreadable without proper access.
Although staff don’t manage encryption themselves, they should understand why it matters. Remind them to use secure, encrypted connections—especially when working on mobile devices or off-site systems. If data needs to be shared, only do so through approved, encrypted channels.
Reporting security breaches
Staff must know how to spot and report anything unusual—unauthorised access, strange system activity, or suspected data leaks.
Give clear instructions on who to contact (e.g. the IT team or data protection lead) and how to report issues quickly. Make the reporting process easy and judgement-free. Early reporting can prevent small issues from becoming major breaches.
Ongoing training and updates
Security threats change over time. Regular refresher sessions ensure staff stay informed about new risks and how to manage them.
Plan quarterly security training sessions. Use these to review best practices, introduce new features, and share updates on system patches. Create a culture where staff feel confident asking questions and staying alert to possible threats.
Protecting resident data is a shared responsibility. As a care home manager, you play a key role in making sure your team understands how to use eMAR systems safely and securely.
